DATE: January 22, 2025
TO: Honorable Mayor and City Councilmembers
FROM: Water Utilities Department
TITLE: MODIFY AN EXISTING SENIOR OFFICE SPECIALIST POSITION TO ADMINISTRATIVE SECRETARY
RECOMMENDATION
title
Staff recommends that City Council approve the modification of an existing authorized full-time benefited Senior Office Specialist position to a full-time benefited Administrative Secretary position in the Water Utilities Department, effective immediately.
body
BACKGROUND AND ANALYSIS
The Water Utilities Department has one Senior Office Specialist position that was recently filled in January 2024.The position was recently vacated due to an employee resignation, allowing staff the opportunity to review the duties of the position and needs of the Department. Prior to their resignation, the incumbent had submitted a reclassification request to Human Resources, which was under review. Based on the information in that request, and assessment of the duties performed in this role, staff is recommending that the position be reclassified to an Administrative Secretary.
The Water Utilities Department’s Administrative Division currently has a front-desk staff consisting of one full-time Senior Office Specialist, an Office Specialist II, and one part-time Professional Assistant. This team is the primary group responsible for handling the Department’s purchase orders, change orders, accounts payable, payroll, mail correspondence, executive secretarial assistance, and phone line reception and routing. In addition, this group supports many other administrative tasks for the Department including personnel management, record-keeping, and personnel training and conference scheduling and coordination.
Reclassifying the Senior Office Specialist to an Administrative Secretary will allow for the assignment of more complex and confidential duties, and provide support to the Department Director and senior management that would otherwise not be available. This position would be responsible for the efficient processing of department-level payroll for over 170 employees and a variety of high-dollar-value accounts payable invoices for the San Diego County Water Authority purchases and capacity charges and third-party water and wastewater agency invoices. This position would also provide leadership to the Department’s administrative professionals and also take on a greater role in recruiting and on-boarding new employees and recognizing employee accomplishments.
FISCAL IMPACT
Staff anticipates filling the Administrative Secretary position as soon as feasible following City Council authorization. For FY 2024-25, the Administrative Secretary position, at Step B, is estimated to cost $88,000. The current Senior Office Specialist position (PCN AD13WA01), budgeted at the top step (G), costs $93,064; therefore, sufficient funds are available. In subsequent years, the Administrative Secretary position is expected to cost approximately $6,500 more annually than the Senior Office Specialist and with this authorization, will be funded during the normal budget process.
COMMISSION OR COMMITTEE REPORT
Does not apply.
CITY ATTORNEY’S ANALYSIS
Does not apply.
end
Prepared by: John McKelvey, Principal Management Analyst
Reviewed by: Lindsay Leahy, Water Utilities Director
Submitted by: Jonathan Borrego, City Manager